What are the responsibilities and job description for the Administrative Assistant position at Mohar Design?
MoharDesign is seeking an experienced, highly organized Administrative Assistant to support the day-to-day operations of our small commercial interior design firm. This multifaceted position works closely with the Principal/Owner and requires discretion, initiative, strong communication skills and excellent attention to detail.
MoharDesign is a highly regarded firm of six to eight employees. Our clients include Harvard University, MIT, Northeastern University, Yale University and the UMass campuses in Boston, Amherst, Dartmouth and Lowell. We work on exciting interior design projects, and our creative office is filled with fabrics, materials and color.
Our office is located in a beautiful setting overlooking the Concord wetlands, with easy parking. We are five minutes from Concord Center, just off Route 2 and convenient to I-95.
This is an in-office position with a flexible weekly schedule to be established upon hiring. Certain time-sensitive responsibilities may need to be accommodated.
Responsibilities
Office Operations
- Order office supplies and help maintain a neat, organized workplace.
- Coordinate office maintenance and service appointments as needed.
- Communicate with the landlord regarding facility-related matters.
Software and IT Coordination
- Track software and application subscriptions, licenses, renewals and access information. Manage payments.
- Assist employees with subscription, login and basic software issues.
- Coordinate software installation and license updates.
- Troubleshoot basic IT issues and work with vendors or technical support when needed.
Certifications, Registrations and Compliance
- Maintain the firm’s Woman-Owned Business certifications with multiple state and national agencies.
- Maintain business registrations and compliance requirements in Massachusetts and other states.
RFP and Proposal Support
- Update staff resumes, project profiles and company information for requests for proposals and qualifications.
- Assist with writing, editing and formatting proposals.
- InDesign experience is a significant plus.
Human Resources Support
- Assist the Principal with general HR administration while maintaining confidentiality.
- Help coordinate recruiting, including posting positions, checking references and onboarding new employees.
- Update the firm’s Office Guidelines Handbook and related documents as needed.
- Serve as a point of coordination between employees and the Principal on administrative HR matters.
Required Skills
- Advanced Excel skills, including creating spreadsheets and working with formulas.
- Strong Microsoft Office skills, particularly professional Word document formatting.
- Excellent writing, grammar and verbal communication skills.
- Strong organizational skills and attention to detail.
- Comfort troubleshooting basic technology, software and login issues.
- Ability to communicate effectively with software vendors and technical support.
- InDesign proficiency is highly desirable.
Experience and Qualifications
- At least three to five years of experience as an Administrative Assistant, Office Manager or in a comparable role.
- Current professional references.
- Self-motivated, energetic and dependable.
- Proactive and able to anticipate what needs to be done.
- Mature, discreet and comfortable working closely with the Principal/Owner.
- Able to manage confidential business and employee information responsibly.
PLEASE submit a cover letter addressing your experience/skills and why you're a good fit.
Pay: $26.00 - $31.00 per hour
Expected hours: 8.0 – 12.0 per week
Work Location: In person
Salary : $26 - $31